Risk & crisis
A crisis plan is not a document filed before departure. It is a set of decisions taken in advance so that at 17:40, with weather closing in and three hundred people expecting dinner outdoors, somebody just decides.
What exists before delegates arrive
Each of these is briefed to the on-site team before the first delegate lands. A plan that has not been read by the people who would have to use it is paperwork.
The risk register framework8 items · briefed, not filed
What we plan for
The most common real crisis by a wide margin. Cancelled flights, missed connections, a closed airport, a wave that lands ninety minutes late and collapses the transfer plan. Rebooking authority, hotel contingency and re-sequenced transfers are agreed before travel, so the desk acts rather than asks.
Likelihood: Likely
Nearest suitable hospital identified by name and route, not by search result. On-site medical cover sized to the head count and the activity. Insurance position confirmed. A named person who accompanies somebody to hospital and a named person who informs their organisation.
Likelihood: Occasional
Outdoor programmes carry a genuine alternative, not an umbrella count — a covered space held, a decision time agreed, and a person with the authority to call it. Power, network and technical failures carry rehearsed fallbacks rather than intentions.
Likelihood: Occasional
Destination-appropriate briefing, venue access control, local security liaison where warranted, and an evacuation and reunification procedure walked by the on-site team before delegates arrive. Embassy contacts listed for the nationalities travelling.
Likelihood: Rare
A supplier who does not turn up, cannot deliver, or delivers something other than what was contracted. Alternatives identified for the critical categories before travel, with the cost of activating each one known in advance.
Likelihood: Occasional
Something happens that will be talked about. One named spokesperson, one version of the facts, and a communications tree agreed in advance. Multiple well-meaning updates are how a manageable incident becomes a story.
Likelihood: Rare
Duty of care
Duty of care is an obligation, not a feature. For any international programme we hold a current manifest — who is travelling, on what, staying where, with what emergency contact — and it is available to the on-site team and to your own security function if you have one.
Tracked against the manifest, not a head count
During travel days the desk tracks arrivals against the manifest rather than against a head count, because a head count cannot tell you which two people are missing.
What the floor lead may spend and change without asking. What needs the client sponsor. Who decides if the outdoor dinner moves indoors, and by when. Agreed before travel — because looking for permission is how the window is missed.
Every incident is written down as it happens, with what was decided and by whom. It is what the close-out report is built from, and what settles a supplier dispute six weeks later when everyone remembers it differently.
Executive audiences, difficult destinations, large travelling groups or an event that would be a story if it went wrong. Send the brief and we will start there rather than with the venue.
hello@voyacircle.com